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Who Needs a Data Sharing Agreement?

Contractors

Contractors seeking to obtain Military Health System (MHS) data to perform a government sponsored initiative are required to submit a Data Sharing Agreement Application (DSAA), which must be approved before a Data Sharing Agreement (DSA) will be provided for execution.

Each DSAA involving contractors shall include:

  • A completed and signed current DSAA including:
    • Current contract number
    • Current option year period of performance dates
    • Government Sponsor confirmation that the current contract has been modified to incorporate the Business Associate Agreement (BAA) when protected health information (PHI) is requested
    • Completed Data Request Template (DRT) for the specific data elements requested in accordance with the minimum necessary requirements of “Department of Defense (DoD) Health Information Privacy Regulation.” (6025.18-R) (In particular, requests for all data, requests for PHI data, and requests for Social Security numbers (SSNs) must be adequately justified)
    • Subcontractor information, if applicable
  • Approval documentation from the TRICARE Management Activity (TMA) Secondary Review Officer for data requests involving research and/or a survey.
  • TMA Privacy Board approval if the data request involves PHI for research purposes
  • Approval and licensing confirmation from Washington Headquarter Services (WHS) and/or Office of Management and Budget (OMB) may be required when the data request involves a survey

Government Personnel

Government personnel seeking to obtain Military Health System (MHS) data to perform a government sponsored research initiative and/or a survey are required to submit a Data Sharing Agreement Application (DSAA), which must be approved before a Data Sharing Agreement (DSA) will be provided for execution.

Each DSAA involving only government personnel shall include:

  • A completed and signed current DSAA including:
    • Current project number, as applicable
    • Completed Data Request Template (DRT) for the specific data elements requested in accordance with the minimum necessary requirements of “Department of Defense (DoD) Health Information Privacy Regulation” (6025.18-R) (In particular, requests for all data, requests for PHI data, and requests for Social Security numbers (SSNs) must be adequately justified)
  • Approval documentation from the TRICARE Management Activity (TMA) Secondary Review Officer for data requests involving research and or a survey
  • TMA Privacy Board approval if the data request involves protected health information (PHI) for research purposes
  • Approval and licensing confirmation from Washington Headquarter Services (WHS) and/or Office of Management and Budget (OMB) may be required when the data request involves a survey

Submitting a DSAA:
Data Sharing Agreement Applications (DSAA) may be submitted to the Privacy Office at dsa.mail@dha.mil.

Access to Data
After receiving a DSA, anyone needing access to information system applications, or data sources, must contact the responsible system program office. DSAs are active for one year, after which time the Applicant/Recipient responsible for the DSA must submit a renewal request or provide a Certificate of Data Disposition (CDD) to the TMA Privacy and Civil Liberties Office.

“On October 1, 2013, the Department of Defense established the Defense Health Agency (DHA) to manage the activities of the Military Health System. These activities include those previously managed by TRICARE Management Activity (TMA), which was disestablished on the same date. During the next several months, all TMA websites will change to reflect the new DHA. We appreciate your patience during this transition."
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